Create and manage users who are both drivers and fleet managers

Linking an Existing Fleet User with an Existing Driver Account

1. Log in to the Fleet Dashboard and click the Admin icon at the bottom of the screen. From the left navigation, go to Fleet Users > Users.
2. In the Fleet Users list, locate the fleet user you want to link. Click it to view the user profile details.
3. On the fleet user's profile page, scroll to the Roles, groups and driver account section and click Edit.
4. Under the driver account field, select Link to a driver account. Select Existing driver.
5. Search for the driver's name and select them from the dropdown menu.
6. Click Save.
7. A Link with existing driver account confirmation modal appears, displaying the driver and fleet user information side by side. Review the details. Note that linking these accounts will replace the driver's login info and link it with the fleet user's credentials.
8. Click Save.
9. The Roles, groups and driver account section now shows the linked driver account.
10. The linked driver's profile is now accessible in View-only mode, with a banner confirming the driver account is controlled by the fleet user account. 

Linking an Existing Fleet User with a new Driver Account

If the fleet user does not have an existing driver account, you can create one directly.

1. Log in to the Fleet Dashboard and click the Admin icon at the bottom of the screen. From the left navigation, go to Fleet Users > Users.
2. In the Fleet Users list, locate the fleet user and click it to view the user profile details.
3. On the fleet user's profile page, scroll to the Roles, groups and driver account section and click Edit.
4. Under the driver account field, select Link to a driver account. Select New driver.
5. Fill in the required driver details:
   • Personal Information: First name, last name, employee ID, address, and notes.
   • Login Information: ELD login type, login, and password.
   • Time Tracking: Configure applicable settings.
   • Driver's License: Add licence details.
   • Driver Hub: Select Driver Hub layout for the driver.
   • Driver Walkthrough: Assign the walkthrough to the driver.
   • Groups: Assign the driver to relevant groups irrespective of their fleet user group assignments. 
6. Click Save. The new driver profile is created and linked to the fleet user account.
7. The driver profile displays a banner confirming it is connected to the fleet user account and vice versa.

Deactivating a Fleet User account that’s linked to a Driver account

1. Log in to the Motive Dashboard.
2. Click the Admin icon.
3. Select Fleet Users > Users.
4. Find the Fleet User account you want to deactivate. 
5. Click the action menu for that user. Select the option to deactivate the user.
6. Review the confirmation message. 
7. Click Deactivate to confirm.
8. The Fleet User account shows as inactive in the Fleet Users list; however, the linked driver account will stay active.

Reactivating and Linking a Fleet User with an Existing Driver Account

1. From the left navigation, go to Fleet Users.
2. In the Fleet Users list, locate the deactivated user. 
3. Click the actions menu on the user's row and select View user.
4. Click Reactivate on the profile page.
5. The Reactivate User Name modal opens. In the modal, enter the user's email address. Optionally, select Make this a temporary account if needed.
6. Click Reactivate. The system detects the existing driver account associated with the email. The modal updates to display a message about linking the accounts, and the button changes to Reactivate and link.
7. Click Reactivate and link. A success banner appears at the top of the list: "Account has been reactivated and invite sent." The user's status shows as Pending in the Fleet Users list. 
8. Once the user accepts the invite, their status updates to Active in the Fleet Users list, and the driver account links with the fleet user account.

Signing in as a user with both roles

1. Go to the Motive login page. 
2. Enter the email address and password for the account.
3. Click Login.
4. After you sign in, Motive opens the default account experience tied to that login. Open the profile or account menu from the Fleet Dashboard.
5. Select the option to switch or change the active account.
6. Choose the role you want to use:
   • Fleet User to access the Motive Dashboard
   • Driver to use the Driver account experience
7. Continue using Motive Dashboard in the selected role.

Switching between roles on Fleet Dashboard

If you are already signed in and need to move to the other role:

1. Open the profile or account menu.
2. Select the account-switch option.
3. Choose the other role. 
4. The system will load the selected account experience.

Managing passwords for dual-role users in non-SSO organisations

For organisations that do not use SSO:

• You only need to set one password when the first role is created.
• You do not need to create a second password when the other role is added.
• After both roles are linked, the password can only be changed from the primary Fleet User account.

Important behaviour to know

• The Fleet User account and Driver account remain separate, even when they share the same login credentials.
• The feature supports account linking across dashboard workflows, APIs, bulk imports, and directory sync, though this article focuses on the standard dashboard flow.

FAQs